What is Go Paperless
Going paperless streamlines everyday tasks, making work faster, cleaner, and more efficient.
Digital Signing Only
Move away from printing documents to sign and send
Capture Data Digitally
Move away from capturing information on physical paper
Stay Fully Digital
When receiving digital documents, keep them digital
Why Going Paperless Matters
Transforms how your business handles everyday tasks, making processes faster, cleaner, and more efficient.
Replaces printed forms (e.g., health and safety checks) with online forms staff can complete anytime, anywhere.
Reduces errors and frees up valuable time by removing manual, paper-based steps.
Allows teams to scan and upload existing documents into digital systems*, eliminating physical storage.
Removes the need to chase signatures, improving approval speed and accuracy.
Enhances compliance, strengthens audit trails, and supports a greener footprint.
Lets your team focus on what matters most: running and growing the business.
Meet the people we designed this for. Do any of these challenges feel familiar?
We solve real-world problems for people just like you.
James
Finance team drowning in paper invoices
Dave
Struggling with onboarding approvals
Jane
Losing leads on paper sign-up forms
Sarah
Frustrated with messy expense claims
Luke
Health & Safety checklists still on paper
James
James - Managing Director of Warehouse and Distribution Company
Finance team drowning in paper invoices...see his journey below
This journey is designed for businesses processing large volumes of invoices, purchase orders, and supporting documents. Manual document handling slows finance teams, creates risk of errors, and makes compliance harder. By introducing Continia Document Capture with Microsoft Dynamics 365 Business Central, you can digitise, automate, and control document workflows from end to end. Whether your challenge is supplier invoices, contracts, or delivery notes, this journey helps you streamline approval, posting, and retrieval processes.
James main pain points:
- Large volume of Purchase invoices with small team to process
- Compliance and audit trails are weak due to paper-based processes
- Manual document handling creates bottlenecks and errors
Identify Where Paper Slows James Down
Understand current document handling pain points and where automation fits.
We begin by analysing your current document processes: from how invoices arrive to how they are approved, posted, and stored. Discovery sessions reveal where manual steps create delays or errors. Together, we map the lifecycle of key documents and highlight the gains achievable through automation with Continia Document Capture. You will leave this phase with clarity on where efficiency can be improved, risks reduced, and compliance tightened by moving to a digital-first workflow.
Select Digital Tools That Suit James Workflow
Build the right approval and capture workflow.
With pain points identified, we design a tailored document capture and approval process. This includes defining OCR templates for incoming invoices, setting up multi-level approval workflows, and configuring Business Central for seamless posting. At this stage, we also decide on storage, retrieval policies, and integration with Office 365. The result is a detailed roadmap showing how documents will flow automatically from receipt to archive, reducing administration time and increasing visibility across departments.
Digitise and Centralise James Documents
Implement capture, automate approval, and go-live with confidence.
Deployment brings your new paperless process to life. Continia Document Capture is implemented and configured within Business Central, including OCR recognition, approval routing, and automated posting rules. Training workshops prepare your finance and operations staff to handle documents digitally from day one. User Acceptance Testing ensures confidence before go-live, with our consultants on hand to guide you through the transition. By Go-Live, your teams will be equipped to process, approve, and retrieve documents with speed and accuracy
Embed Paperless Processes Into James Daily Operations
Expand automation and reporting opportunities.
Going paperless is just the start. Once invoice automation is running smoothly, we expand into additional document types such as contracts, purchase orders, or HR documents. Power BI dashboards can provide real-time visibility into processing times, approval bottlenecks, and cost-saving insights. With Business Central and Continia as your foundation, the business can continue scaling digital processes, reduce compliance risks, and unlock greater efficiency. Together, we will design the next innovation steps to maximise ROI from your paperless journey.
Dave
Dave – The Financial Director
Struggling with onboarding approvals
Here is where we believe digital transformation starts to deliver quick wins. Many approval processes like new customer onboarding, supplier setup, or internal requests sit outside of Business Central. They are often managed in email threads, spreadsheets, or even paper forms, leading to delays, errors, and compliance gaps. By introducing Cognito Forms, strengthened with Power Automate and Microsoft 365, we can digitise these processes, integrate them with Business Central when needed, and give your teams a modern, efficient way to manage approvals.
Dave's main pain points:
Customer and Vendor Onboarding processes
- Finance, warehousing, and production teams currently rekey data into separate systems, leading to duplication and errors
Inefficient Approval Processes
- Purchase approvals, HR requests, or expense claims often get stuck in inboxes or on desks.
Understand Dave’s Current Processes
Understand current approval bottlenecks.
We start by reviewing your current approval processes from new customer onboarding to pre-purchase approvals. The aim is to identify where manual steps, email chains, or disconnected spreadsheets are slowing you down. This stage uncovers compliance risks, duplicated effort, and missed opportunities for efficiency. Together, we will map these processes and highlight which ones can move to digital forms quickly for maximum impact.
Identify Where Manual Steps Hold Dave Back
Simple forms, smarter workflows
We design forms that fit your business not generic templates. Whether it is capturing new supplier details, onboarding customer accounts, or internal expense requests, the forms are built to gather the right data, validate it, and route it automatically. Approvals are set up in Power Automate, ensuring requests land with the right people and audit trails are clear. At the same time, we consider future integration with Business Central, so today’s forms can evolve into tomorrow’s end-to-end process.
Introduce Digital Workflows That Fit Dave’s Operation
Go live without disrupting operations
Deployment is fast and low risk. We publish forms to your team, embed them in Microsoft Teams or SharePoint, and connect them to automated workflows. Training sessions are short and practical staff see instant benefits by no longer chasing approvals in email or rekeying data. You will also have access to a support portal for ongoing help and adjustments.
Centralise Dave’s Documents and Daily Tasks
From quick wins to full integration
Once your first approvals are digital, we move quickly to expand. Customer onboarding forms can feed directly into Business Central for master data creation, purchase requests can link into procurement workflows, and expense claims can tie into finance. Each expansion builds on the same platform, giving you consistency and scalability. From there, advanced reporting with Power BI provides visibility into approval times, bottlenecks, and compliance tracking.
Help Dave Create a Sustainable Paperless Culture
Continuous improvement with automation and AI
Going paperless is not a one-off project it is an ongoing opportunity. As your business evolves, we introduce new workflows, add AI-driven insights with Copilot, and ensure processes remain compliant and efficient. This continuous optimisation ensures that approvals are always streamlined, auditable, and aligned with your growth strategy.
Jane
Jane – The Established Hands-on Business Owner
Losing leads on paper sign-up forms
Event days are about meeting people, building connections, and capturing interest not chasing lost business cards or struggling with handwritten notes. Using Cognito Forms integrated with Microsoft 365 and Power Automate, you can collect attendee details instantly, securely, and in a format that’s ready for follow-up the same day. This journey shows how your business can move away from paper sign-up sheets and disjointed spreadsheets, creating a simple, professional, and scalable process.
Jane's main pain points:
- Lost leads on paper forms and business cards.
- Manual data entry into spreadsheets slows follow-up and risks errors
- No clear, central view of attendees or ROI from events
Understand Jane’s Current Paper-Driven Processes
Review your current process for collecting and using event contacts.
We start by looking at how you currently capture attendee information whether that is paper forms, business cards, or ad-hoc spreadsheets. These manual processes create bottlenecks, risk lost or inaccurate data, and delay follow-ups. By mapping out your existing approach, we can highlight exactly where digital tools like Cognito Forms and Microsoft 365 would save time, reduce errors, and allow your team to respond to leads faster and more professionally.
Identify Where Digitisation Will Help Jane Most
Replace manual forms with digital, connected solutions.
Once we have identified the challenges, we design a digital-first process tailored to your event workflow. Using Cognito Forms, we create branded forms that can be accessed on tablets, phones, or kiosks at your stand. With Power Automate, captured data flows directly into Microsoft 365 updating contact lists in Outlook, Teams, or SharePoint instantly. This ensures every attendee is recorded securely, eliminating manual data entry and setting the foundation for timely, effective follow-ups.
Implement Digital Tools That Support Jane’s Workflow
Go live with your digital lead capture process.
On event day, your staff use tablets or laptops to capture attendee information directly into your system no clipboards, no lost forms. Submissions are stored instantly in Microsoft 365, where they can trigger automated thank-you emails, assign follow-up tasks in Teams, or create leads in Dynamics 365 Business Central if required. Our team supports you through testing and deployment, ensuring your staff are confident using the new tools before the first attendee arrives.
Make Paperless Processes Part of Jane’s Daily Routine
Build on the foundation for long-term growth.
After your first successful event, we help you take the process further. From automatically segmenting contacts into marketing lists, to linking event leads into your sales pipeline, the opportunities expand rapidly. You can integrate with Power BI for real-time reporting, track ROI across multiple events, or link directly into Business Central for full CRM and finance integration. This ensures your go-paperless journey keeps growing with your business.
Sarah
Sarah - Scaling Shopify E-Commerce Owner
Frustrated with messy expense claims
Managing employee expenses with paper forms, spreadsheets, or email approvals is slow, error-prone, and frustrating. With Continia Expense Management, fully integrated into Microsoft Dynamics 365 Business Central, your employees can submit expenses on the go, managers can approve them in real time, and finance gains full visibility without manual data entry.
Sarah's main pain points:
- Missing receipts and slow, messy expense claims.
- Manual reconciliation between Shopify and QuickBooks is time-consuming and error-prone
Understand Sarah’s Current Paper-Based Workflows
Where are your expense bottlenecks today?
We start by reviewing your current expense process from how employees record receipts to how finance reconciles and posts them. Most businesses struggle with lost receipts, delayed approvals, and re-keying into finance systems. By mapping these pain points, we show how Continia Expense can eliminate manual effort and give you real-time visibility into employee spending.
Identify Opportunities to Digitise Sarah’s Processes
Build a seamless, digital expense management flow.
Next, we design the future-proofed expense process for your business. This includes setting up expense types, credit card integrations, per diem rules, and approval flows. Together, we create a solution that fits your company’s travel, expense, and compliance needs while ensuring all data flows directly into Business Central without duplication.
Introduce Digital Tools That Streamline Sarah’s Work
Go live with a fully automated expense process.
Our team guides you through configuration, testing, and rollout. Employees gain access to the mobile app to capture receipts instantly. Managers can approve expenses from anywhere, and finance sees all approved expenses flow automatically into Business Central. With a full audit trail and compliance checks built in, your expense process becomes faster, more transparent, and paperless from day one.
Help Sarah Build a Sustainable Paperless Routine
Once expenses are automated, you can extend the journey by integrating Continia Document Capture for purchase invoices and other finance workflows, creating a fully digital finance department.
Luke
Luke - Operations Director
Health & Safety checklists still on paper
Health & Safety compliance is critical, but too many businesses still rely on paper checklists, spreadsheets, and manual approvals. This creates delays, risks, and blind spots when it comes to incident reporting, audits, and employee safety records. By digitising your Health & Safety processes with Cognito Forms, Microsoft 365, and Power Automate, you can capture data instantly, automate approvals, and keep everything secure in one place. The result: faster reporting, stronger compliance, and a safer workplace with less admin.
Luke's main pain points:
Paper checklists caused delays and risks.
Incident reports and audits delayed or missed, creating compliance risks
Manual processes make reporting slow and incomplete
Review Luke’s Current Manual and Paper Processes
Identify risks and inefficiencies in your current Health & Safety processes.
In the Analyse phase, we assess how your organisation currently manages Health & Safety forms from incident reports and audits to compliance checklists. Too often, these are still handled manually on paper or spreadsheets, causing delays, missed actions, and compliance risks. Using Cognito Forms with Microsoft 365 and Power Automate, we map where digitalisation can reduce admin, improve accuracy, and strengthen compliance. The result is a clear roadmap showing how you can streamline reporting, reduce risk, and create a safer, more efficient workplace.
Identify Where Digitisation Will Improve Luke's Workflow
Create digital-first workflows for compliance and efficiency.
With your current challenges mapped, we design digital forms and workflows that replace paper-based H&S processes. Cognito Forms captures incident reports, audits, and risk assessments directly from any device. Power Automate ensures submissions are instantly routed for approval, logged in Microsoft 365, and actioned without delay. We also connect with Microsoft Teams for instant notifications and dashboards. This design phase ensures your compliance processes are not only digitised but fully integrated into daily operations, reducing risk and improving response times.
Identify Where Digitisation Will Improve Luke’s Workflow
Launch streamlined digital compliance with confidence.
Deployment is where your digital H&S transformation goes live. We configure Cognito Forms for each Health & Safety process, connect them to Microsoft 365 for secure record-keeping, and automate workflows with Power Automate. Your teams gain real-time access to compliance data, automated reminders, and audit-ready records. For leaders, this means reduced paperwork, stronger compliance, and peace of mind. After go-live, we provide quarterly optimisation reviews to refine processes and ensure your system continues to evolve alongside Health & Safety regulations.
Establish Paperless Habits Across Luke’s Operation
Move from compliance to proactive safety culture.
Once digital Health & Safety forms are live; the next step is to unlock insights and automation at scale. By connecting form data to Power BI, leaders gain real-time dashboards showing trends in incidents, training gaps, and compliance performance. We can also extend automation into Business Central to link safety reporting with HR, training, and resource planning. This shift takes you from simply recording incidents to actively predicting risks, reducing downtime, and building a proactive safety culture that drives both compliance and performance.
Ready to Eliminate Paperwork in Your Business?
If you are digitising forms, automating approvals, or replacing manual checklists we can help.